Administrative Specialist I

State of Maryland•Baltimore City, MD

6d•Onsite

About The Position

The Office of the Public Defender is seeking an individual to fill a full-time Administrative Specialist I position located in Baltimore City Southern District Court. The applicant must be detail-oriented with excellent communications skills, and exceptional organizational, critical thinking, and problem-solving skills. The applicant must be proficient in computer-based data collection including filing in Maryland’s electronic court system (MDEC), and organizing and updating the confidential Public Defender electronic filing system on individual clients. The applicant must also be proficient in Microsoft Word, Excel, Google Suites.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Six months of experience performing administrative staff, clerical, clerical technical, or secretarial work.
Applicants must be able to communicate effectively with clients and visitors and possess the ability to complete tasks in a fast-paced work environment.
Applicants must be able to work in various positions, and travel to various courtrooms and office environments in the jurisdiction.
Applicants must be able to operate a computer and other office equipment.
Applicants must have access to a motor vehicle or be able to navigate public transportation.
The applicant must be detail-oriented with excellent communications skills, and exceptional organizational, critical thinking, and problem-solving skills.
The applicant must be proficient in computer-based data collection including filing in Maryland’s electronic court system (MDEC), and organizing and updating the confidential Public Defender electronic filing system on individual clients.
The applicant must also be proficient in Microsoft Word, Excel, Google Suites.

Nice To Haves

Advanced database management experience is a plus.
Working experience with legal research.
Expertise with MS Word, advanced Excel and Google Sheets.
Advanced knowledge of Pacer, Case search, Westlaw & Basic Legal programs.
Experience preparing, drafting, reviewing and or editing professional correspondence.
Experience working with attorneys, law enforcement and courtroom personnel.
Experience working with people who have been involved with Child Protective Services, have mental health issues, were involved in criminal court, had a drug addiction, or faced homelessness.
Experience in an environment that required multi-tasking.

Responsibilities

Manage database at the administrative facing level, organizing and gathering data, use of case management and court filing system (MDEC).
Obtains phone numbers, email and contact information from appropriate court officials to include but not limited to DJS, commissioners and the clerk’s office to complete OPD intakes.
Responsible for docket preparation and filing which entails ensuring each client’s file has all standard forms and motions two weeks prior to the assigned court date.
Assemble, prepare and review case files to ensure all required information and documentation is included for use by attorneys by utilizing MDEC, Secure Case Search, E-defender and agency case management system to obtain court dates, case numbers, conflicts, jail locations and attorney assignments.
Inputs client information into the agency case management system, deletes and organizes duplicate client profiles and completes a case file jacket with applicable information.
Assist Attorneys in preparing for trial (scheduling, file management and organization, client contact).
Arrange for transcription service such as court reporting or accuscribe.
Assist OPD attorneys with entering data in OPD’s database, eDefender.
Collect and organize discovery, download video discovery.
Assist with filing physically and/or electronically.
Reception/telephone interaction with clients, families, court personnel.
Intake application collection and data entry (eDefender case management system).
Ensure all intakes are completed at least one week prior to arraignment dates and for emergency arraignments in a timely fashion on the same day.
Reviews the Monthly Odyssey report document every five days to check for new clients to be added to the docket.
Performs a final review the day before each scheduled docket to ensure no clients have been missed.
Monitors the Weekly Detention lists sent by the JPD division and communicates with attorneys to ensure all clients are represented and whereabouts are known.
Serves as OPD liaison with court personnel and various detention centers to ensure intake and transportation of all incarcerated clients for daily hearings.